Executive Secretary - Conference Management

Las Vegas Sands Corp. Las Vegas , NV 89134

Posted 3 weeks ago

Position Overview:

The primary responsibility of the Secretary Executive Conference Management is to perform diversified tasks within the department including answering the telephone, typing letters, contracts, memos, preparing reports and keeping accurate records for the department. All duties are to be performed in accordance with departmental and The Venetian and The Palazzo Casino Resort's policies, practices, and procedures.

Essential Duties & Responsibilities:

  • Maintains the Vice President's contacts, calendar, coordinates meetings, and schedules appointments. Issues meeting minutes.

  • Reads and sorts mail and e-mails.

  • Prepares inter-office communication, letters, and memorandums. Copies, faxes and scans documents as required.

  • Acts a liaison for senior management and related departments.

  • Arranges for business travel and generates expense reports.

  • Answers telephone, provides information, and takes messages as required.

  • Ensures daily approvals of RFAs, Maximo Requests, Staples Orders, Direct Receivers, and Purchase Requisitions.

  • Submits Employment requisitions using HR Logix.

  • Issues purchase requisitions and processes invoices using Purchase Orders, BPOs, or RFDs.

  • Monitors checkbooks for monthly expenses and Blanket Purchase Orders to ensure sufficient funding.

  • Partners with A/P for timely payments to the vendors.

  • Partners with Purchasing for processing of Purchase Orders.

  • Partners with General Ledger to research and rectify P&L related discrepancies.

  • Responsible for submitting timely responses to Complimentary authorizations.

  • Issues Grazies on behalf of Vice President.

  • Responsible for payroll entry for Direct Reports to the Vice President.

  • Updates Banquet Menus and Policies & Procedures as necessary.

  • Maintains highly confidential hotel, policy and team member information.

  • May greet and screen visitors in person and on the phone, ascertain nature of their business when performing receptionist duties.

  • May be requested to compose correspondence and written material in rough draft form based on organizational practices, policies and procedures.

  • Creates Banquet Event Orders for Special Events delegated by the Vice President and produces event schedules and resumes ensuring smooth production operation.

  • Prepares daily, weekly, and monthly business reports by extracting information from Delphi and Crystal.

  • Generates monthly Meeting Planner Survey Reports and weekly Unifocus Survey Reports.

  • Responsible for record-keeping, filing, and organizing reports, projects, and official documents.

  • Must be able to touch and handle supplies in a safe and non-hazardous manner, maintaining proper hygiene, cleanliness, and disposal methods.

  • Performs other related duties as assigned.

Additional Duties & Responsibilities:

  • Coordinate and expedite the flow of work and materials within or between departments according to established company guidelines. Establish workloads, assign tasks, and review results.

  • Coordinate and expedite the flow of work.

  • Monitor the organization's potential financial risk of projects assigned; compute, catalog, and record numerical data to keep financial records complete.

  • Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining project records or achieving desired results.

  • Develop, write, and edit proposals.

  • Maintain adherence to planning, policies, and practices.

  • Oversee personnel while facilitating a specific project or assignment.

  • Process related administrative details in order to keep department operational and effective while achieving results of projects assigned.

  • Possess skills to expedite clerical processing, evaluate information, and implement or take action based upon information.

  • Exercise discretion and judgment based on available information related to projects assigned.

  • Direct others in completion of a task or assignment.

  • Render advice to others, and provide expertise or judgment based on information gathered, studied, processed or reviewed.

  • Consistent and regular attendance is an essential function of this job

  • Performs other related duties as assigned

Additional Duties & Responsibilities:

Company Standards of Conduct

All Venetian | Palazzo Team Members are expected to conduct and carry themselves in a professional manner at all times. Team Members are required to observe the Company's standards, work requirements and rules of conduct.

Additional Duties & Responsibilities:

Minimum Qualifications:

  • 21 years of age

  • Proof of authorization/eligibility to work in the United States

  • High school Diploma or equivalent.

  • 3-5 years of administrative experience required.

  • Previous experience in Hospitality/Gaming industry preferred.

  • Must be able to accurately type 65 wpm, able to read, interpret, write and evaluate reports and instructions furnished in written, oral, diagram or schedule form.

  • Must have proficient computer skills using Word, Microsoft Outlook, Excel, and PowerPoint; have excellent communication and phone skills.

  • Must be able to perform basic math, have skills in preparing and maintaining record, writing correspondence, maintain confidentiality of sensitive information and establish/maintain effective working relationships with staff and management.

  • Must be able to demonstrate sound judgment, superior decision-making, multi-tasking and problem-solving skills; perform a myriad of duties with extreme care and attention to detail, displays a willingness to get involved and provides assistance to fellow employees, colleagues, guests, and outside contacts and extensive knowledge of The Venetian Resort Casino and promotes company values and goals to employees, guests, and the entertainment and hospitality communities.

  • Ability to communicate effectively in a positive/upbeat fashion utilizing English, both in oral and written form.

  • Have interpersonal skills with focused attention to guest needs to deal effectively with all business contacts.

  • Maintain a professional, neat and well-groomed appearance adhering to Company appearance standards.

  • Maintain consistent adherence to the Venetian and Palazzo Unmatched Guest Service Standards.

  • Work varied shifts, including weekends and holidays.

Physical Requirements:

Must be able to:

  • Lift or carry 50 pounds, unassisted, in the performance of specific tasks, as assigned.

  • Physically access all areas of the property and drive areas with or without a reasonable accommodation.

  • Maintain composure under pressure and consistently meet deadlines with internal and external customers and contacts.

  • Ability to interact appropriately and effectively with guests, management, other team members, and outside contacts.

  • Ability for prolonged periods of time to walk, stand, stretch, bend and kneel.

  • Work in a fast-paced and busy environment.

  • Work indoors and be exposed to various environmental factors such as, but not limited to, CRT, noise, dust, and cigarette smoke.

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Executive Secretary - Conference Management

Las Vegas Sands Corp.